Google Workspace has evolved into a major cornerstone of modern business collaboration, curating a thorough suite of cloud-based tools geared around enhancing productivity.
Yet, while apps like Meet, Drive, and Docs are widely used, some of the platform’s most powerful features remain underutilised. For IT leaders aspiring to optimise their tech investments, uncovering these myriad hidden gems can significantly bolster efficiency, streamline workflows, and encourage seamless teamwork.
In this article, we highlight 10 underrated Google Workspace features that can support businesses to unlock new heights of collaboration and productivity in 2025.
- Google Workspace Guide: What is Google Workspace and Is it Right for Your Business?
- Google Workspace Labs: What is it, and Why Should You Use it?
Google Workspace: A Continually Evolving Collaboration Powerhouse
Over the years, Google Workspace has transformed from a standard set of office tools into a comprehensive, AI-enhanced collaboration ecosystem.
With advanced integrations, intelligent automation, and real-time teamwork capabilities, it now presides as a central hub for digital workforces. Features such as Google AI in Gmail and Docs, deep integrations with third-party apps, and security-focused enhancements have made it absolutely indispensable for enterprises.
As organisations continue to build upon hybrid and remote work models, leveraging Google Workspace’s potential as a holistic service is more critical than ever. However, many of its most impactful features remain overlooked, bypassing opportunities for efficiency, security, and streamlined collaboration.
10 Underrated Google Workspace Features for Better Collaboration and Productivity
1. Smart Canvas Enhancements
Smart Canvas elevates Google Docs, Sheets, and Slides to new levels with AI-driven suggestions, dynamic templates, and interactive building blocks. Features like smart chips, checklist assignments, and document summaries enable teams to work smarter and faster, yet many businesses fail to implement them effectively.
2. Google Chat’s Spaces for Project Management
While Google Chat is a well-established Slack alternative, its Spaces feature offers excellent project management capabilities. Teams can produce persistent Spaces for different projects, integrate Google Tasks, and collaborate on files—all within a unified chat interface that is searchable and organised.
3. Google Drive’s Search Chips and Priority Suggestions
Probing for files in Drive can be time-consuming, but AI-powered search chips allow users to filter results by file type, owner, last modified date, and more. Moreover, Priority Drive intelligently suggests the files you need most, reducing time spent searching and boosting productivity.
4. Google Meet’s Companion Mode
Hybrid meetings can suffer from disjointed or lopsided experiences, but Google Meet’s Companion Mode supports remote participants to stay engaged. The feature allows in-room attendees to join with their own devices for chat, reactions, and document collaboration, consequently making meetings more inclusive and interactive.
5. AppSheet for No-Code Workflow Automation
Google’s AppSheet enables employees to build custom apps and automate workflows without coding. Businesses can generate mobile or web-based tools to streamline approvals, oversee inventory, or track project progress—refining efficiency without the necessity of developer resources.
6. Gmail’s Advanced Filters and Search Operators
Many IT leaders are unaware of Gmail’s sophisticated search operators and filtering options. IT admins can configure automated filters for inbox organisation, while workers can use search commands to rapidly locate specific emails, saving time and reducing email overload.
7. Google Forms’ Workflow Automations and Approvals
Beyond surveys, Google Forms can be utilised for internal approvals, request tracking, and automated workflows. When combined with Google Sheets and Apps Script, organisations can erect robust approval pipelines without the need for expensive third-party tech.
8. Data Loss Prevention (DLP) in Google Drive and Gmail
Security-minded IT leaders can take advantage of Google Workspace’s DLP features, which impede sensitive info from being shared inappropriately. Custom rules can be laid down to detect and block confidential data from being emailed or uploaded to Drive, ensuring compliance and security.
9. Google Calendar’s Focus Time and Working Location Features
To help employees manage their time more effectively, Google Calendar includes a Focus Time feature, which automatically declines meetings. It also includes Working Location, which lets colleagues know whether someone is remote or in the office—simplifying scheduling and collaboration in hybrid work contexts.
10. Google Voice for Business Communications
Google Voice remains an underused tool for enterprise telephony, providing VoIP calling, voicemail transcription, and call forwarding directly integrated with Workspace. IT leaders can deploy it as a cost-effective alternative to traditional phone systems, enhancing comms flexibility for remote teams.
Conclusion
Google Workspace in 2025 is more than email and cloud storage—it’s a thorough collaboration ecosystem expanded with powerful, often-overlooked features.
By tapping into these underrated capabilities, IT leaders can maximise their investment, drive efficiency, and elevate team productivity. As businesses continue to adapt to evolving work models, unlocking Google Workspace’s complete potential will be pivotal to staying ahead in 2025.
